Reference

Roles and permissions

Truffle has four organization roles. This page lists what each one can see and do, and the settings every person controls for themselves.

Checked against the live product 5 Oct 2026 Changelog Copy as Markdown

Every person in a Truffle account has one organization role. The role sets what they can see and change across the whole account. Every plan includes unlimited team members, with no per-seat fees.

The four roles

Owner: everything, including inviting other Owners and Admins.
Admin: runs the account day to day: settings, team, billing, integrations and API keys. An Admin invites Members and Viewers.
Member: creates positions, reviews candidates, changes their status, shares and exports. No account settings.
Viewer: can look at positions and candidates and share them, but cannot create positions, review or change a candidate’s status.

By default a position is open to everyone in the account, so Members and Viewers see the same positions an Owner does. What they can do on them is set by their role.

You set a person’s role in Settings, under Team, with the role menu next to their name. Step by step: Invite your team and set roles.

What each role can do

Action	Owner	Admin	Member	Viewer
Manage company settings, team, billing and security	Yes	Yes	No	No
See positions shared with the account	Yes	Yes	Yes	Yes, view only
Create positions	Yes	Yes	Yes	No
Review candidates (rating and recommendation)	Yes	Yes	Yes	No
See the team’s reviews before submitting your own	Yes	Yes	No	No
Change a candidate’s status, export	Yes	Yes	Yes	No
Share a candidate	Yes	Yes	Yes	Yes
Delete candidates	Yes	Yes	Not on positions they don’t own	No
Invite teammates	Any role	Members and Viewers	No	No
Change or cancel the plan	Yes	Yes	No	No
Change a teammate’s role or remove them	Yes	Yes	No	No
See billing history and invoices	Yes	Yes	No	No
Connect integrations and manage API keys and webhooks	Yes	Yes	No	No
Choose where candidate replies go	Yes	Yes	No	No
See the accommodation setup card on Home	Yes	Yes	No	No
Find archived positions with the `Archived` filter	Yes	Yes	No	No
Archive, unarchive or delete a closed position	Yes	Yes	Their own	No
Edit another person’s notes	Yes	Yes	No	No

Notes on the table

Billing history is the card on the Billing & plan page that lists each billing period with its plan, credits used and invoice. Only owners and admins see it. See Change or cancel your plan.

A position can only be deleted once it is closed or archived. The person who owns the position can archive, unarchive or delete it, as can account owners and admins. An archived position must be unarchived before it can be reopened, and it cannot be duplicated while archived.

When a subscription is cancelled, the person who cancelled and the account owner both get the cancellation emails. Custom plans cancel by talking to Truffle.

Email from a sender that email import does not recognize waits for a manager or owner to choose Import once, Always allow or Ignore. Unreviewed emails expire after 14 days.

Inviting and managing teammates

Owners and Admins invite people from Settings, under Team. Enter the person’s email, pick their role and send the invitation. The invitation link lasts 7 days. The invitee gets an email to accept and create their account, and their time zone is set from their browser when they do. You can also start an invitation from the account menu behind your name in the sidebar. See Invite your team and set roles.

The same screen lists your team. From there, an Owner or Admin can change a person’s role or remove them.

What every person controls

Some settings belong to each person, whatever their role:

Their own name, job title, phone number and time zone. Their email address is shown but cannot be edited. Support changes it.
Their own password, in Security.
Their own email notifications for completed interviews: all of them, Only strong matches, or never.
Their own star rating and recommendation on each candidate, for every role that can review. No one else can change them.

For a Member, the Team section of a candidate’s evaluation panel stays locked until they submit their own review, so their view is their own. Owners and Admins can see the team’s reviews first, under a banner that says You're viewing as an admin. Viewers cannot review. See Use scorecards and structured reviews.

Team review Renata Alvarez · 2 of 3 reviewers done

For review

Yolanda Pierce 2h ago

Best escalation answer of the batch. Ask about ticketing tools on the call, everything else is there.

Ravi Bhatt 35m ago

Agree. Watched the 5:02 clip twice. That's how I'd want it explained to a customer.

Denise Marsh Awaiting review

Your call Advance A Hold H Reject R

One customer support candidate under team review: each reviewer's own rating and note, one review still pending, and the Advance, Hold and Reject keys.

The What’s new panel only shows a person the changes that apply to their role and plan.

Integrations and API keys

Connecting any integration needs a paid plan. On a free account the Integrations page shows an upgrade banner.

API keys live under Integrations & API in Settings. The API keys and Webhooks tabs open once Truffle approves your request for API access. Each key has its own permission level, set when you create it:

Key level	What the key allows
Read	View candidates, jobs, and screening results
Write	Create candidates, send invites, update records
Admin	Full access, including webhooks and settings

A key’s level belongs to the key, not to the person who made it. An Admin key and the Admin role are separate things.

Some integrations also need access on the other side. Ashby, for example, needs Ashby admin access to create the API key Truffle uses. See Integrations and API.

What it does not do

Members and Viewers cannot invite teammates. Admins can invite Members and Viewers, but not Owners or Admins.
Members and Viewers cannot open Billing & plan, Integrations & API or Team settings.
Viewers cannot create positions, review candidates or change a candidate’s status.
A Member cannot see the team’s reviews on a candidate before submitting their own, and no one can change another reviewer’s star rating.
No one can change their own email address in the app.
A position cannot be deleted while it is open.

See something here that doesn't match what you see in Truffle? Tell us and we'll fix the page.